HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.05.2004 MINUTES
BUDGET/FINANCE COMMITTEE
JANUARY 5, 2004 5:00 P.M.
COUNCIL CHAMBERS
MEMBERS PRESENT: Chairman Gay Easton Mark Mace (5:07)
Dan Mears Ken Olson
Bud Johnson (5:15)
OTHERS PRESENT: Mary Embleton
The Budget/Finance Committee meeting was called to order by Chairman Easton at 5:05
p.n~ Prior to the meeting, Mayor Olson had requested that Alderman Easton assume the
chairmanship of the committee, since he (Gay) was already the co-chairman. There was
no public in attendance.
The minutes of the December 15, 2003 regular meeting were approved via motion by
Ken, seconded by Dan.
I)eeember claims totaling $747,305.02 were reviewed and the committee uaanimously
recommends approval by the council. Discussion was held regarding the high dollar
amount, and Mary explained that the debt payment for the water bonds was over
$274,000, and a payment of $199,000 to COP Construction for the generator installation
of the water intake project made up the bulk of the total dollar amount. Mary also
announced that the city received a $150,000 donation fitom CHS (Cenex refinery) to be
applied toward the purchase of the generator for the water plant.
The following purchase requisitions were reviewed and approved:
GENERAL FUND:
Filing fee for 2003 Annual Report - clerk/treasurer $ 725.00
One set of bunker gear - fire department $ 1,256.50
31 brush helmets - fire department $ 846.92
Service all radios - fire department $ 1,500.00
CAPITAL PROJECTS FUND:
Build 5-wire fence around cemetery property - cemetery care $ 3,000.00
WATER FUND:
4 drums ofT-floc - plant $ 1,820.00
GIS services from county (½) - system $ 1,200.00
SEWER FUND:
GIS services fi~om county (½) - system $ 1,200.00
Budget/Finance Committee
January 5, 2004
Page 2.
The Comp/OT reports were reviewed for pay period ending 12/21/03. Discussion was
held regarding HIDTA overtime, which is not reimbursed, and DUI Task Force overtime,
which is reimbursed to the police department. Bud questioned why there was overtime
for a labor management meeting, as he thought there was policy not to have overtime
paid for those meetings. The matter will be researched.
The Payroll Register for PPE 12/21/03 totaling $119,943.27 was reviewed. The
committee recommends council approval
The city received the Final Audit Report from Olness & Associates last week. Thc
notice has been published in the paper, and Mary requested additional copies from the
auditors since not enough copies were sent. The city has 30 days to send the responses to
the auditors' comments to the Dept. of Administration. Mary will present a draf~
response at the next meeting.
Mary stated that the department heads will help set a deadline to return the sheets to her,
as per the Budget Timeline "TBD's" (to be determined) at tomorrow's department head
meeting.
Mary briefly reviewed the proposal from Blaek Mountain for data baelalp services.
She would like to review it with Technical Edge, and check with other cities. Bud
recommended the advanced services with the archive option~ The additional information
will be brought back to the next meeting.
The status of the Aecounting Policies and Procedures manual is about the same as last
year - still in rough dra~ form, with pages being added as they are prepared. Mary stated
that her office is very busy all the time, and efforts have not been focused on the manual.
Bud suggested that the auditors be consulted as to clarification of the format for the
manual. Mayor Olson will be meeting with Brent Olness on Saturday, and will ask him
for clarification. The issue will be placed on the next agendas.
Information regarding transfer of the excess money in the SID Revolving Fund was
reviewed. Mary consulted with the auditors, and recommends that the excess over 5% of
the outstanding SID #110 debt (approx. $30,623.86) be transferred from the SID
Revolving Fund to the General Fund, and be placed in a restricted cash line item Mayor
Olson stated that it is possible to use $15,000 of this money to purchase the railroad lease
from Dean Rankin. Discussion followed. Mary was instructed to prepare a resolution to
transfer the funds for the January 13th workshop, and the January 20th council agenda
She will also do the insurance funds transfers.
Budget/Finance Committee
January 5, 2004
Page 3.
Under other issues, Mary reported that the city is no longer processing Airport Authority
payments or receipts as of January 1st. She met with John Smith today, and the city will
process the December claims and issue the 1099's for 2003. After that, all bookkeeping
duties will be done by Steve Cosner. The Airport Authority will also obtain their own
post office box, so that the city will no longer receive their mail.
The next meeting will be on Tuesday, January 20th at 5:00 p.m, since Monday, January
19th is a holiday. On the agenda will be: the Budget Timeline; findings on overtime for
Labor/Management committee meetings; responses to audit for DOA; Black Mountain
backup services; and Accounting Policies and Procedures manual.
The meeting adjourned at 6:10 p.m
Respectfully Submitted,
Clerk/Treasurer